UT Program or Group Restricted Regions Request

If you are requesting approval to take a group to or lead a program in a Restricted Region, both your sponsoring or hosting department Chair/Unit Head and Dean/VP must review and sign your requests. The Dean/VP may delegate this responsibility to another individual in the same office, but whoever assumes this authority must complete IOC training. View UT's current list of Deans and Chairs.

A group is defined as two or more students traveling to the same location for the same reason. This does not include conferences or professional meetings. Please email grs@austin.utexas.edu if you have questions.

Submit Request to IOC

The program or group organizer must complete the Safety Assessment for an International Group Experience (SAIGE) process, including the restricted regions addendum.

  1. New Programs: Get started by filling out a Travel Request Form.
     
  2. Established Programs: Complete your SAIGE and Faculty and Staff Group Waiver and submit it to Global Risk and Safety (GRS) at grs@austin.utexas.edu

All forms must be typed.

Completed paperwork must be submitted at least 3 months prior to your proposed departure date.

Submitting a request to the IOC does not guarantee approval to conduct a program or lead a group in a Restricted Region, so program/group organizers should not purchase any travel or announce, market, or distribute promotional materials about it without final IOC approval. Failure to allow sufficient time for IOC review may result in a denied application and/or delayed start date for travel.

In some cases, the IOC may decide to issue a "preliminary approval," which will let you move forward with planning and promoting the program/group. You are then responsible for contacting the IOC 6-8 weeks before the program/group start date to request "final approval." The IOC will review the request once again, in light of any change in circumstances or security climate since the preliminary approval.

Whenever there is unforeseen, last-minute travel that does not allow for requests to be submitted according to the stated IOC deadlines, you should include a statement specifically addressing the circumstances of the unanticipated trip, in addition to your formal request. These late requests cannot be guaranteed a decision prior to the proposed departure date and may result in a denied application and/or delayed start date for travel.

Student Requirements

All student participants are required to register their travel with the university and enroll in UT's Overseas Insurance. Instructions on how to proceed will be sent to you if the IOC approves your program. Group leaders can email grs@austin.utexas.edu with questions.

The IOC retains the right to withdraw one's travel authorization, if necessary, and to withhold reimbursement and/or take other disciplinary actions for noncompliance with the UT Travel Policy.